Fix Windows 10/11 Printers Stuck “Offline”: Clear Queue, Reset Spooler, Reconnect
Difficulty: Intermediate | Time Required: 20 minutesPrinters that suddenly show “Offline” in Windows 10/11 are usually not broken—Windows is typically stuck on a stale network connection, a hung print job, or a misbehaving Print Spooler service. This guide walks you through a reliable “clean reset” approach: verify the connection, clear the queue, reset the spooler, and reconnect the printer (USB or network). By the end, most offline printers will print normally again without reinstalling Windows.
Prerequisites
Before you start, gather/confirm:- Admin access to the PC (needed to restart services and delete spool files).
- The printer is powered on, with no hardware errors on its screen (paper jam, empty tray, etc.).
- If it’s a network printer:
- You know whether it’s Wi‑Fi/Ethernet and roughly which network it should be on.
- (Optional but helpful) The printer’s IP address (often shown on the printer display or on a printed network configuration page).
Version notes:
- Windows 10: Settings paths may say “Devices”.
- Windows 11: Settings paths may say “Bluetooth & devices” and “Printers & scanners.”
Steps below include both where it matters.
Step-by-step: Clear Queue, Reset Spooler, Reconnect
1) Confirm Windows isn’t forcing “Use Printer Offline”
Sometimes Windows toggles this setting and never flips it back.- Press Win + R, type:
control printers
and press Enter. - Right-click your printer → See what’s printing.
- In the top menu, click Printer.
- Make sure Use Printer Offline is unchecked.
- Also ensure Pause Printing is unchecked.
2) Set the correct printer as default (optional but useful)
This helps if Windows is sending jobs to a different instance of the same printer.- Go to:
- Windows 11: Settings → Bluetooth & devices → Printers & scanners
- Windows 10: Settings → Devices → Printers & scanners
- Click your printer → Set as default (if available).
Note: Windows can manage default printers automatically based on location. If it’s causing confusion, you can disable “Let Windows manage my default printer” in the same settings area.
3) Clear the print queue (simple method)
If a stuck job is blocking everything, clearing the queue can immediately restore printing.- Press Win + R → type
control printers→ Enter. - Right-click the printer → See what’s printing.
- Click Printer → Cancel All Documents.
- Close the queue window.
4) Restart the Print Spooler (fast reset)
The Print Spooler is the Windows service that manages printing. If it hangs, printers often show Offline.- Press Win + R, type
services.msc, press Enter. - Find Print Spooler.
- Right-click → Restart.
- Right-click Print Spooler → Stop
- Wait 10 seconds
- Right-click → Start
Tip: If the spooler stops immediately after starting, a corrupted spool file or driver may be causing repeated crashes—continue to Step 5 to clean spool files.
5) Clear spooler files (deep clean)
This removes stuck spool files that survive a normal queue cancel.- Open Services again (
services.msc). - Right-click Print Spooler → Stop.
- Open File Explorer and go to:
C:\Windows\System32\spool\PRINTERS - Delete all files in the PRINTERS folder.
- If prompted for admin permission, approve it.
- Go back to Services → right-click Print Spooler → Start.
Note: The PRINTERS folder should contain temporary spool files. Deleting them is safe while the spooler is stopped.
6) Power-cycle the printer and refresh the connection
Especially for Wi‑Fi printers, a quick power-cycle can restore connectivity.- Turn the printer off.
- Unplug power for 30 seconds.
- Plug back in and turn it on.
- Wait until it’s fully ready (no blinking error lights).
7) Remove and re-add the printer (best “clean reconnect”)
This often resolves “Offline” caused by a broken Windows printer instance.- Go to:
- Windows 11: Settings → Bluetooth & devices → Printers & scanners
- Windows 10: Settings → Devices → Printers & scanners
- Click the affected printer → Remove.
- Reboot the PC (recommended).
- Return to Printers & scanners → click Add device (Windows 11) / Add a printer or scanner (Windows 10).
- Select your printer when it appears → Add.
Warning: If you rely on custom printer settings (special paper sizes, tray assignments), removing the printer may reset them. You can reconfigure them afterward in Printer properties.
8) Fix network printers by adding via TCP/IP (most reliable for “Offline”)
If Windows keeps “discovering” the printer but it still goes offline, add it by IP address instead of auto-discovery.- Press Win + R → type
control printers→ Enter. - Click Add a printer (top menu).
- Choose The printer that I want isn’t listed.
- Select Add a printer using a TCP/IP address or hostname → Next.
- Enter the printer’s IP address (example:
192.168.1.50). - Uncheck Query the printer and automatically select the driver if detection is unreliable.
- Choose the correct driver (or click Windows Update in the driver list if needed).
- Finish the wizard and print a test page.
9) Verify ports and disable WSD if it causes offline issues (advanced but common)
Many printers get installed using WSD ports. On some networks, WSD can cause intermittent “Offline.”- Press Win + R → type
control printers→ Enter. - Right-click printer → Printer properties.
- Open the Ports tab.
- If the checked port is WSD, consider switching to a Standard TCP/IP Port:
- Click Add Port… → Standard TCP/IP Port → New Port…
- Enter the printer’s IP → finish
- Select the new TCP/IP port and apply
Note: This works best if the printer has a stable IP. If your router frequently changes IPs, consider setting a DHCP reservation in your router for the printer.
10) Print a test page and confirm status
- Press Win + R →
control printers→ Enter. - Right-click your printer → Printer properties.
- Click Print Test Page.
- Confirm the printer status shows Ready (not Offline).
Tips and troubleshooting notes
- USB printers: Try a different USB port and avoid USB hubs during testing. Replug after restarting the spooler.
- Firewall/VPN: Corporate VPNs or strict firewall rules can block printer discovery. Adding by TCP/IP (Step 8) usually bypasses discovery issues.
- Driver cleanup (if problems persist):
- Press Win + R → type
printui /s /t2→ Enter - Remove old printer drivers related to the device (use caution—removing a shared driver may affect other printers).
- Press Win + R → type
- Spooler keeps crashing: This is often a bad driver or a corrupted print job. Clearing spool files (Step 5) plus reinstalling the manufacturer driver is typically the fix.
- Windows 11 “Microsoft IPP Class Driver”: Some printers work better with the manufacturer’s driver package, especially for scanning, trays, duplex, or finishing options.
Conclusion
A Windows printer stuck “Offline” is usually a software/connection state problem: a stuck queue, a hung spooler, or an unreliable network discovery/port. By clearing the queue, resetting the Print Spooler, and re-adding the printer (preferably via TCP/IP), you can restore reliable printing in about 20 minutes—and often prevent the issue from returning.Key Takeaways:
- Clear stuck print jobs and spool files to remove “ghost” queue problems.
- Restarting the Print Spooler resolves many offline and “won’t print” states.
- Re-adding the printer (especially via Standard TCP/IP port) is the most reliable fix for recurring Offline status.
This tutorial was generated to help WindowsForum.com users get the most out of their Windows experience.
